Chapter 15: Entering Drop Ship Invoices
Purpose: Use Entering Drop Ship Invoices to enter or maintain an A/P invoice for an item that your vendor shipped to the item (a drop ship) if you use drop ship pick slips for this vendor. The screens you use to enter invoices for vendors who receive drop ship purchase orders are described in Chapter 16: Entering A/P Invoices.
If the Drop ship pick field on the second Create/Change/Display Vendor screen is set to Y, you produce drop ship pick slips for the vendor; if it is set to N, you produce drop ship purchase orders. See Merchandising Chapter 19: Working with Vendors (WVEN).
Matching by drop ship invoice differs from matching by purchase order in these ways:
• You cannot enter the gross invoice total or work with discounts, even if the Enter Gross A/P Invoice Amount (F03) system control value is set to Y.
• You cannot close out a line after matching a partial quantity.
• You cannot create an invoice charge back if you increase the total cost for an item.
• Changes to the item cost or quantity do not post to a variance general ledger account.
• You cannot select all items for payment at once through a function key.
Uploading A/P invoices: You can also create A/P invoices through an upload. See Working with A/P Invoice Upload Errors (WAPU) for an overview and more information.
In this chapter:
• Work with A/P Invoices Screen (Entering Invoice Header Information)
• Work with Invoice Details Screen
• Display A/P Transaction Screen
• Including or Excluding for Payment
• Create Unmatched Transactions Screen
• Change Merch/Other Amount Window
• Accepting or Rejecting the Invoice
Work with A/P Invoices Screen (Entering Invoice Header Information)
Purpose: Use this screen to enter header information for the A/P invoice. See also Work with A/P Invoices Screen (Entering A/P Invoice Header Information) for information on entering an invoiced matched to a PO, and Work with A/P Invoices Screen (Entering Invoice Header Information) for information on entering an unmatched invoice.
How to display this screen: Select a drop ship invoice for matching at the A/P Invoice Entry Screen (Selecting an A/P Vendor) or A/P Select Drop Ship Invoice Screen.
ACR0099 ENTER Work with A/P Invoices 1/15/98 15:14:01 EZK Mail Order
Vendor . : 10 HOME DEPOT Period: 1/98 Vendor name . . . . HOME DEPOT HEADQUARTERS Address . . . . . . 10 SPEEN STREET THIRD STREET ON THE LEFT AFTER City/St/Zip/Cntry . NATICK 02113-3211 Telephone #. . . . . Ext: Hold Vendor Checks: N
DROP SHIP INVOICE : 2856 Invoice # . . . . Invoice Status . : S Suspended
Merch amount . . . Other amount . . . . Invoice date . . . Paid Amount . . : G/L Account # . . 20011
Terms . . . . . . 1 NET 30 DAYS Discount % . . . . Gross due days 30 Net due days 30 Gross due date Net due date
F3=Exit F7=A/P Inquiry F8=Vnd Chg Bck Inquiry F12=Cancel |
Field |
Description |
Vendor (Vendor number) |
A user-defined code to identify the supplier of an item or service. Vendor codes are defined in and validated against the Vendor file. Numeric, 7 positions; display-only. |
Vendor name (Unlabeled field to the right of the Vendor field) |
The name of the vendor who supplied the item or service. The vendor name displays next to the vendor number only if you have specified a separate “remit-to” name (and, optionally, address) for the vendor; otherwise, the vendor name appears below, at the Remit to name position. Alphanumeric, 30 positions; display-only. |
If you enter any information in the vendor's remit-to name and address fields in Working with Vendors (WVEN), the remit-to information replaces the default vendor information on this screen. Even if you enter a remit-to name only, the vendor's default address does not display; instead, the address fields will be blank. |
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Period |
The month and year when the purchase was posted to the Accounts Payable system. Accounting periods are defined in and validated against the Accounting Periods file. See Chapter 7: Working with Accounting Periods (WACP). Numeric, 2 positions (MM/YY format); display- only. |
Vendor name |
The name of the person or company to whom you should remit payment. The vendor name displays if you have not entered any separate remit-to information for the vendor. Alphanumeric, 30 positions; display-only. |
Address |
The vendor's address or the address where you should send your payment. If you have entered any information in the vendor's remit-to name or address fields, the remit-to address displays here. Alphanumeric, 2 lines, 32 positions each line; display-only. |
City/St/Zip/Cntry |
The city, state, postal code, and country code of the vendor's address. If you have entered any information for the vendor's remit-to name or address, the remit-to city, state, postal code, and country appear here. Alphanumeric, 44 positions; display-only. |
Telephone # |
The vendor's telephone number, defined in the Vendor file. Alphanumeric, 14 positions; display-only. |
This value indicates whether any checks generated for this vendor will be put on hold status automatically. An authorized user must remove the hold status to release the checks to the vendor. Authority to release checks is controlled by the A/P Vendor Hold Status (A37) secured feature: Y = Checks will be generated in a hold status. N = Checks will be not held; they will be available for issue immediately. Alphanumeric, 1 position; display-only. |
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Drop ship invoice |
The invoice number, generated by the system, on which you billed the customer for the drop ship item(s). Numeric, 7 positions; display-only. |
Invoice # |
The number of the vendor's invoice for merchandise you have received and must remit payment. This number might also represent a credit if, for example, the invoice originated from a vendor charge back. Each invoice number must be unique. Alphanumeric, 11 positions; required. |
Invoice status |
The status of the invoice, which indicates whether it can be paid. Valid values are: H = Hold: invoice is on hold. This field defaults to H if the Hold vendor checks field for the vendor is set to Y. O = Open: invoice is eligible to be paid. This field defaults to O if the Hold vendor checks field for the vendor is set to Y. Only users with proper authority can change the status of the invoice. The A/P Vendor Hold Status (A37) secured feature controls whether you can change the status. S = Suspended: The invoice is in suspended status if you are using batch invoice entry. In this case, the status field is display-only. When you accept the batch, the invoice status changes to H or O, depending on the setting of Hold vendor checks field for the vendor. Alphanumeric, 1 position. |
Invoice status |
The status of the invoice, which indicates whether it can be paid. Valid values are: H = Hold; invoice is on hold. Checks can be generated to pay the invoice, but they, too, are held. O = Open; invoice is eligible to be paid. Only users with proper authority can change the status of the invoice. The A/P Vendor Hold Status (A37) field in the Secured Features file controls whether you can change the status. Alphanumeric, 1 position. |
Merch amount (Merchandise amount) |
The dollar total for merchandise on this A/P invoice. This value represents the purchase price of the items and does not include any other additional charges, such as freight, duty, import fees, etc. In the case of a vendor charge back, the merchandise total from the charge back defaults. Numeric, 9 positions with a 2-place decimal; required. |
Other amount |
The dollar total for additional charges on the A/P invoice, such as sales tax, freight, etc. In the case of a vendor charge back, the additional charge total from the charge back defaults. Numeric, 9 positions with a 2-place decimal; optional. |
Invoice date |
The date of the A/P invoice. The invoice date is used to calculate the payment due date based on the terms code. For example, if the terms code indicates net 30 days, the due date would be calculated by adding 30 days to the invoice date. Numeric, 6 positions (MMDDYY format); required. |
Paid amount |
The total amount of any checks you have printed against this A/P invoice. This total is available in A/P invoice maintenance only. Numeric, 9 positions with a 2-place decimal; display-only. |
General ledger account # |
The General Ledger account number to which this A/P purchase will post. The A/P General ledger account number defined for the division specified at the Enter A/P Invoices screen defaults here, but you can override it. General Ledger numbers are defined and validated against the General Ledger file. Numeric, 8 positions; required. |
Terms |
A code that represents the type of payment terms under which you owe the vendor. The terms default from the Vendor file, but can be overridden. Terms codes are defined in and validated against the Terms Code file; see Chapter 9: Working with Terms (WAPT). Numeric, 2 positions; required. |
Discount % |
The discount that will be applied to each detail line on the A/P invoice if the invoice is paid within the discount period. This value may default from the Terms file, but you can override it. This discount will not be reflected on the invoice total in A/P invoice entry; however, if you choose or are able to apply the discount when you generate the Accounts Payable Due List, the discount will be reflected on the due list and on the check(s) when you print checks. Numeric, 5 positions with a 2-place decimal; optional. |
Gross due days |
The number of days used to calculate the due date for the invoice. This field defaults from the terms code, but you can override it. When the terms type is “days,” this value is added to the invoice date to determine the gross due date; when the terms type is EOM (end-of-month), this value is added to the end of the month to determine the gross due date. Numeric, 3 positions; required. |
Net due days |
The number of days after the invoice date, but before the due date that the customer is eligible to take the discount, if one is defined. This field defaults from the terms code, but may be overridden. Numeric, 3 positions; required. |
The date when the invoice is due. The system calculates this date based on the terms code and invoice date. If the terms type is days, then the invoice date plus the gross due days equals the gross due date. If the terms code is end of month, then the end of month invoice date plus the gross due days equals the gross due date. For example, if the invoice date is 4/21/98 and the gross days is 15, then the due date is 4/30/98 (end of month) + 15 = 5/15/98. Numeric, 6 positions (MMDDYY format); display-only, calculated by the system. |
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The last date when the discount can be taken on the A/P invoice if it is paid before the due date. If terms code type is days, the invoice date plus the net due days equals the net due date. If the terms code type is end of month, then the end of the month plus the net due days equals the net due date. Numeric, 6 positions (MMDDYY format); display-only, calculated by the system. |
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Screen Option |
Procedure |
Review existing A/P invoices for this vendor |
Press F7; see Chapter 31: A/P Invoice Inquiry (DAPI). |
Review vendor charge back information |
Press F8; see Chapter 31: A/P Invoice Inquiry (DAPI). |
Work with Invoice Details Screen
Purpose: Use this screen to identify the drop ship items to include on this A/P invoice for payment. This screen lists all drop ship items on the drop ship invoice for which the vendor is due payment.
Additionally, use this screen to:
• review additional information about an A/P transaction
• add an unmatched transaction
• switch to A/P inquiry to review an existing A/P invoice
• change the merchandise or other total for the A/P invoice
• change the quantity of a drop ship item on the A/P invoice
• enter A/P invoice notes
How to display this screen: Press Enter at the Work with A/P Invoices Screen (Entering Invoice Header Information) when you are entering an A/P invoice that is matched to a drop ship invoice.
ACR0116 DISPLAY Work with Invoice Details 6/17/97 10:15:12 Unposted Only CommercialWare Vendor . : 2 SUPER SHOPS RACING SHOP Invoice # : 66B Amount : 100.00 Amt applied : .00 ? S T D Item COL SIZ WID Qty Cost Extension G/L #
Type options, press Enter. 5=Display detail 8=Include/exclude payment
O M Y 1 5.0000 5.00 G/L #
F6=Add unmatched F7=A/P Inquiry F8=Update Amount F9=Accept F11=Reject F14=Dsp G/L# F15=Enter Qty F20=Dsp All/unposted F23=Notes |
Field |
Description |
Vendor (Vendor number) |
A user-defined code to identify the supplier of an item or service. Vendor codes are defined in and validated against the Vendor file; see Merchandising Chapter 19: Working with Vendors (WVEN). Numeric, 7 positions; display-only. |
Vendor description |
The name of the vendor from whom you made the purchase. Alphanumeric, 30 positions; display-only. |
Invoice # |
The number you have entered to identify the A/P invoice. Alphanumeric, 11 positions; display-only. |
The unit quantity that you have included in the A/P invoice for payment. The system increases this total each time you include an item or other charge for payment on the invoice, and lowers the total when you exclude an item or charge. Numeric, 7 positions; display-only, updated by the system. |
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The total amount of the A/P invoice, which is the sum of the values you entered in the Merch amount and Other amount fields on the Work with A/P Invoices screen. This is the amount you intend to pay the vendor for the drop ship item(s). Press F8 to display the Change Merch/Other Amount Window if you want to change the values in the Merch amount or Other amount fields. Numeric, 11 positions with a 2-place decimal; display-only, calculated by the system. |
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The total dollar amount of items and other charges that you have included on the A/P invoice for payment. The system increases this total each time you include an item or other charge for payment on the invoice, and lowers the total when you exclude an item or charge. The values in the Amount and Amt applied fields must be equal for you to accept the A/P invoice; otherwise, a message displays: Amount applied must be equal to the invoice amount. You can, however, adjust the invoice amount by pressing F8 to advance to the Change Merch/Other Amount Window. Numeric, 11 positions with a 2-place decimal; display-only, calculated by the system. |
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S (Status) |
The status of the A/P transaction. Valid values are: O (default) = Open: all or part of the quantity of this item received on the purchase order is available for matching. P = Fully posted: you have included the entire quantity in the current invoice for payment. S = Partially posted (batch only): you have included a partial quantity of the item in the current invoice for payment. The remaining quantity will be closed once you have accepted the batch containing the suspended invoice. U = Unposted (batch only): the entire quantity has been included in the suspended invoice for payment. See Include/Exclude for more information on how your selections on this screen affect the status of each item. Alphanumeric, 1 position; display-only. |
T (Transaction type) |
The type of Accounts Payable transaction associated with this purchase order detail line. Valid values are: M = Merchandise O = Other (i.e., an additional charge on the purchase order for sales tax, freight, etc.) Alphanumeric, 1 position; display-only. |
D (Discount) |
This value indicates whether the system will apply any eligible discounts for this A/P transaction. Valid values are: Y (default) = Apply any applicable discount to this detail line. N = Do not apply the discount to this detail line. You might change the value in this field to N for additional charges, such as sales tax, freight, etc. Alphanumeric, 1 position; required. |
Item |
The unit of your inventory that the vendor shipped on the matched drop ship invoice. Alphanumeric, 12 positions; display-only. |
SKU |
A code to further identify the specific style of an item, such as its color, size, etc. Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); display-only. |
The General Ledger account number against which this A/P transaction will post. General Ledger numbers are defined in and validated against the General Ledger Accounts file. See Chapter 2: Working with G/L Accounts (WGLA). You can press F14 to hide the General ledger # fields. Pressing F15 to make the Quantity field enterable will clear the general ledger number field. If you need to change the quantity, you should enter the general ledger number afterward. Numeric, 8 positions; required. |
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The number of units of the item to include on the A/P invoice. This field defaults to the quantity from the order. You can press F15 to change the value in the Qty field, if necessary. Numeric, 7 positions; required. |
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The per unit cost of the item from the drop ship invoice. This cost defaults from the SKU record (press Enter at the Create/Change/Display Item screen for a non-SKUed item). You can override this default by entering a new cost in this field. Numeric, 11 positions with a 4-place decimal; updated by the system. |
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The cost of the item multiplied by the quantity. This total represents the total dollar value available to include in the A/P invoice. The system updates this field if you press F15 and change the value in the Qty (Quantity) field or if you override the value in the Cost field. Numeric, 11 positions with a 2-place decimal; display-only, updated by the system. |
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Ap # (Accounts payable quantity) |
The total quantity of the item included for payment on this A/P invoice. Numeric, 7 positions; display-only, updated by the system. |
Ap $ (Accounts payable dollars) |
The dollar total of the item included for payment on this A/P invoice. Numeric, 11 positions with a 4-place decimal; display-only, updated by the system. |
Screen Option |
Procedure |
Review an individual A/P transaction |
Enter 5 next to an A/P transaction to advance to the Display A/P Transaction Screen. |
Include or exclude a drop ship item for payment on the A/P invoice |
Enter 8 next to an A/P transaction to identify the transaction as “posted” to the Accounts Receivable system. See Including or Excluding for Payment. |
Add an unmatched transaction to the A/P invoice |
Press F6 to advance to the Create Unmatched Transactions Screen. |
Review an existing A/P invoice |
Press F7; see Chapter 31: A/P Invoice Inquiry (DAPI). |
Change the value of merchandise or other charges on the A/P invoice that you entered on the Work with A/P Invoices screen |
Press F8 to display the Change Merch/Other Amount Window. |
Accept the A/P invoice |
Press F9; see Accepting or Rejecting the Invoice. |
Reject the A/P invoice |
Press F11; see Accepting or Rejecting the Invoice. |
Display or “hide” the G/L # fields |
Press F14; see Displaying/Hiding G/L #. |
Change the quantity of the item for which you are remitting payment on the A/P invoice |
Press F15; see Including or Excluding for Payment. |
Switch between displaying all lines on the invoice, or just those you have not yet included for payment |
Press F20. |
Add, review, or delete notes about this A/P invoice. |
Press F23; see Chapter 20: Maintaining A/P Invoices. |
Display A/P Transaction Screen
Purpose: Use this screen to review the details of an A/P transaction prior to including it for payment on an invoice.
How to display this screen: Enter 5 next to an A/P transaction at the Work with Invoice Details Screen.
ACR0107 DISPLAY Display A/P Transaction 1/16/98 9:22:02 EZK Mail Order Vendor . . . . . . : 10 HOME DEPOT Transaction # . . . : 25 Status . . . . . . : U Suspended - Posted Transaction type . : M (M=Merchandise, O=Other) Units . . . . . . . : 10 Original Rcpt Cst . : .0000 Receipt cost . . . : 17.0000 G/L Receipt Cost. . : .0000 Discount % 1, 2, 3 .: .00 .00 .00 Unit Disc 1, 2, 3. .: .0000 .0000 .0000 Terms Discount . . .: .00 A/P Cost . . . . . : 17.0000 Transaction date . : 1/16/98 Date posted to A/P : Drop ship or PO? . : D (D=Drop ship, P=PO) PO Line . . . . . . : 0 - 0 Receipt line . . . : 0 - 0 Drop ship invoice # : 2867 - 1 G/L # . . . . . . . : 10080100
F3=Exit F12=Cancel |
Field |
Description |
Transaction # |
A number to identify the receipt of this item in the Accounts Payable Transaction file (APTRAN), which the system uses for matching purchase order receipts and drop shipments to A/P invoices. Numeric, 7 positions; display-only, assigned by the system during billing the drop ship invoice. |
Original rcpt cst (Original receipt cost) |
The per unit cost of the item from purchase order receiving, minus any primary discount from the purchase order. This value will be zero for drop ship invoices. Numeric, 9 positions with a 4-place decimal; display-only, updated by the system. |
Receipt cost |
The per unit purchase price of the item from the drop ship invoice. Numeric, 9 positions with a 4-place decimal; display-only, updated by the system. |
General ledger receipt cost (General ledger receipt cost) |
The per unit purchase price of the item as it was posted to the Inventory Transaction History file and the General Ledger Interface file at receiving. This value will be zero for drop ship invoices. Numeric, 9 positions with a 4-place decimal; display-only. |
Discount % 1, 2, 3 (Discount 1, 2 and 3 percentages) |
The percentage discount(s), if any, applied to the item on the purchase order. These values will be zero for drop ship invoices. Numeric, three 11-position fields with a 4-place decimal; display-only. |
Unit disc 1, 2, 3 (Discount 1, 2 and 3 unit amounts) |
The dollar amount of any discount applied to the item. These values will be zero for drop ship invoices. Numeric, three 11-position fields with a 4-place decimal; display-only. |
Terms discount |
The discount percentage defined for the payment terms assigned to the vendor. Although you may have entered a different payment terms code for this invoice, only the default vendor terms display here; however, the terms from the A/P header apply at the time you generate the A/P check. Numeric, 5 positions with a 2-place decimal; display-only. |
A/P cost (Accounts Payable cost) |
The per unit cost of the item when it was included on an A/P invoice. This value will be the same as the receipt cost unless you have changed the unit price for the A/P invoice. Numeric, 11 positions with a 4-place decimal; display-only, updated by the system. |
Transaction date |
The date when you billed the drop shipment. Numeric, 6 positions (MMDDYY format); display-only, updated by the system. |
Date posted to A/P |
The date when the item was included on an A/P invoice. Numeric, 6 positions (MMDDYY format); display-only, updated by the system. |
Drop ship or PO? |
This value indicates whether this A/P transaction was created from a purchase order receipt or by drop ship billing. Valid values are: D = Drop ship invoice P = Purchase order receipt (including a drop ship purchase order) Alphanumeric, 1 position; display-only, updated by the system. |
PO line |
The purchase order number and purchase order line number on which this item was ordered from the vendor. These fields contain zeros if the A/P transaction is associated with a drop ship invoice. Purchase order number: numeric, 7 positions; display-only. Purchase order line number: numeric, 5 positions; display-only. |
Receipt line |
The control number and line number under which this purchase order detail line was received. These fields contain zeros if the A/P transaction is associated with a drop ship invoice. Control number: numeric, 7 positions; display-only. Line number: numeric, 3 positions; display-only. |
Drop ship invoice # |
The invoice number and line number generated by the system to bill the customer for the drop ship item. These fields contain zeros if the A/P transaction is associated with a purchase order. Invoice number: numeric, 7 positions; display-only. Line number: numeric, 3 positions; display-only. |
G/L # |
The General Ledger account number against which this A/P transaction will post. Numeric, 8 positions; display-only. |
Including or Excluding for Payment
Purpose: At the Work with Invoice Details Screen, you can select items you have billed on a drop ship invoice and indicate whether to include them on an A/P invoice for payment (post to A/P). Your options in doing so include:
• exclude: exclude the item for payment on the invoice and leave the A/P transaction record open for matching on a subsequent A/P invoice
• change quantity: pay for a greater or smaller quantity than the default from the purchase order
• change price: specify a different unit price for an item
Include: Enter 8 next to an item to include the item for payment on the A/P invoice.
Validation: The system validates that the item is in an open (O) status and has a valid general ledger account number, and displays an error message if the item is not available for inclusion. Correct the item and enter 8 next to it again to include it.
Change Status: The item's status changes from O (open) to:
• P if you are not using batching
• U if you are using batching and you are including the entire quantity
• S if you are using batching and you are including a partial quantity to indicate that the item is posted to the A/P invoice.
Once you have included, or partially included, an item on a suspended invoice, that item is not available to be included on another invoice unless you delete the original one or reject the batch.
A/P Totals: The total quantity and dollars applied to A/P for the item (A/ #/$) increase to reflect the posting; these totals appear on the second line for the item. Also, the Qty applied and Amt applied (Amount applied) totals at the top of the screen increase to reflect payment of the item.
If your transaction changed the entire quantity of the item to a posted status, the item disappears from the screen. You can press F20 to display all items eligible to be included on the invoice, regardless of status.
Exclude: Enter 8 next to an item that is currently included for payment on the invoice to exclude it from payment.
If not fully posted: If the item is not fully posted because you had previously entered a lower quantity to include on the invoice, enter 8 at this time will have the effect of including the complete quantity for payment. The item's status will change from S to U (if you are using batching) or O to P (if you are not using batching). Enter 8 next to the item again to exclude the entire quantity.
Change Status of a Fully Posted Item: The item's status changes from U (if you are using batching) or P (if you are not using batching) to O (open).
A/P Totals: the total quantity and dollars applied to A/P for the item changes back to zero. Also, the Qty applied and Amt applied (Amount applied) totals at the top of the screen decrease to reflect excluding the item.
Change Quantity or Cost
Quantity: Press F15 to change the Qty (Quantity) field from display-only to enterable. You can then advance to this field for a particular item and enter a new quantity. When you do so, the Extension next to the item changes to reflect the new result of the item quantity times the price. You then need to include the item for payment by entering 8 next to the item.
You should change the quantity field before entering the general ledger number, if necessary, because pressing F15 to make the Qty (Quantity) field enterable also has the effect of clearing any general ledger number you have just entered.
If you enter a lower quantity, the remaining quantity of the item will remain open for matching against a subsequent A/P invoice.
Cost: To change the cost, advance to the Cost field and enter the new cost.
Once you have changed the item quantity or cost, or both, you then need to include the item for payment by entering 8 next to the item.
Create Unmatched Transactions Screen
Purpose: Use this screen to add an item or extra charge that did not appear on the matching drop ship invoice to an A/P invoice.
How to display this screen: Press F6 at the Work with Invoice Details Screen to add an unmatched transaction to the invoice.
CPR0063 ENTER Create Unmatched Transactions 1/212/98 11:22:12 The Mail Order Company
Vendor 1012 ALEX NEWBOLD
Cost . . . . . . Units . . . . . . .
Transaction type . . . . . O (M=Merchandise) (O=Other)
Take Discount . . . . . . N (Y/N)
G/L Account # . . .
F3=Exit F9=Accept F12=Cancel |
Screen Option |
Procedure |
Accept and add the transaction to the invoice |
Press F9. |
Change Merch/Other Amount Window
Purpose: Use this window to change the totals on the A/P invoice from your entries on the Work with A/P Invoices Screen (Entering Invoice Header Information).
This window provides you with an opportunity to adjust the amount of the A/P invoice from the detail screen after you have had a chance to review the individual A/P transactions. The merchandise and the other (sales tax, freight, etc.) amounts represent the entire payment to the vendor for the purchase.
How to display this screen: Press F8 at the Work with Invoice Details Screen.
Change Merch/Other Amount
Current New Gross merch amount : .00 % . . . : .00 % . . . : .00 % . . . : .00 Merchandise amount : 200.00 200.00 Other amount . . . : 10.00 10.00
F3=Exit F12=Cancel
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Overriding merch/other amounts: You can override the values in the Current merchandise amount and/or Current other amount fields by entering over the values in the appropriate fields.
If you override either of these amounts, notice that the value in the Amount field at the top of the Work with Invoice Details Screen reflects the new total of these fields.
Purpose: Use the Display G/L # function on the Work with Invoice Details Screen to remove or display the G/L # fields on this screen.
Using this function: This function is convenient if you are working with additional fields for the item and want to avoid overriding the general ledger number accidentally. If you press F14 to remove the G/L # fields from the screen, you do not have to Tab over the G/L # field to update the values in the Qty (Quantity) or Cost fields.
The G/L # fields reappear if you press F14 again.
Accepting or Rejecting the Invoice
Purpose: Use the accept or reject functions on the Work with Invoice Details Screen to process or reject the A/P invoice.
To accept: Press F9 to accept the A/P invoice. The system:
• Verifies that the values in the Amount and Amt applied (Amount applied) fields match. You cannot accept the A/P invoice if they do not.
• Returns you to a selection screen.
• If you use batching, the system:
• creates the invoice in a suspended status.
• puts each item that is fully included for payment on the invoice in a U status, and partially included items in an S status. These items will become available for matching on another A/P invoice if you delete the invoice or reject the batch containing the invoice. Items that were not included on the invoice remain open for additional activity.
If you do not use batching, the system also:
• adds a record to the A/P Check file and includes this posting on the Accounts Payable Due List. The invoice status will be either O (open) or H (held).
• closes any items on the purchase order that were included on the invoice for payment.
• makes the appropriate postings to the general ledger.
• increases the vendor's A/P total.
To reject: Press F11 to reject the A/P invoice and then press Enter at the reject-confirmation pop-up window. You return to a initial selection screen. The drop ship invoice will be available for matching against another invoice.
| Chapter 14: Entering A/P-PO Invoices | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 16: Entering A/P Invoices |
AP02_03 CWDirect 18.0 August 2015 OTN